10 Staff Report.Frank and Grossman Landscape Inc Agreement for Janitorial with Attachments
PREPARED BY: Dan Keller
Facilities & Environmental Services Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 08/06/2024 ITEM NO: 10
DATE: July 19, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Following Actions for Town Janitorial Services:
a. Authorize the Town Manager to Execute a Four-Year, Nine-Month
Agreement for Services with Frank and Grossman Landscape Contractors,
Inc. for Janitorial Services Including a Contingency for Unforeseen Work
for a Total Agreement Amount of $1,270,370; and
b. Authorize an Expenditure Budget Adjustment in an Amount of $40,658
from the Available Special/Capital Projects Reserve
RECOMMENDATION:
Authorize the following actions for Town janitorial services:
a. Authorize the Town Manager to execute a four-year, nine-month agreement for services
with Frank and Grossman Landscape Contractors, Inc. (Attachment 1) for janitorial services
including a contingency for unforeseen work for a total agreement amount of $1,270,370;
and
b. Authorize an expenditure budget adjustment in an amount of $40,658 from the available
Special/Capital Projects Reserve.
BACKGROUND:
The Town of Los Gatos contracts janitorial services for facilities occupied by Town personnel
and public restrooms in parks. Staff has determined that contracting janitorial services is the
most cost-effective delivery method for this component of building maintenance. The current
janitorial services contract will expire on September 30, 2024.
PAGE 2 OF 3 SUBJECT: Authorize the Town Manager to Execute a Five-Year Agreement for Services with Frank and Grossman Landscape Contractors, Inc. for Janitorial Services Including a Contingency for Unforeseen Work DATE: July 19, 2024
DISCUSSION:
With the existing janitorial contract set to expire on September 30, 2024, staff advertised a
Request for Proposal (RFP) on April 19, 2024, for contracted janitorial services at the Town’s
three main municipal facilities and four park restrooms. Firms were asked to provide their
capability, qualifications, and costs to provide scheduling of specific services on different
evenings of the week.
Sixteen companies attended a mandatory walkthrough, and twelve proposals were received on
May 14, 2024. Five companies were qualified based on the RFP requirements. A summary of
results shown on Attachment 2. While the bid is proposed for award to the lowest price vendor
staff evaluated qualifications and performed reference checks to verify the quality of service
that will be provided. Frank and Grossman Landscape Contractors, Inc. presented the lowest
responsible proposal of $256,920 annually. Staff recommends adding $10,000 annually for
unforeseen work, resulting in a four-year, nine-month agreement for $1,270,370.
With the contract start date beginning October 1, 2024, Year 1 expenses are calculated for nine
months, equaling $192,690 plus $10,000 for unforeseen expenses.
Year 1 = 10/1/24 – 6/30/25 = $192,690 + $10,000 unforeseen = $202,690
Year 2 = 7/1/25 – 6/30/26 = $256,920 + $10,000 unforeseen = $266,920
Year 3 = 7/1/26 – 6/30/27 = $256,920 + $10,000 unforeseen = $266,920
Year 4 = 7/1/27 – 6/30/28 = $256,920 + $10,000 unforeseen = $266,920
Year 5 = 7/1/28 – 6/30/29 = $256,920 + $10,000 unforeseen = $266,920
Compensation for services in the amount not to exceed $1,270,370, inclusive of all costs. Total
compensation does not include Consumer Price Index (CPI) adjustments for years 2 through 5.
Frank and Grossman Landscape Contractors, Inc. submitted a strong proposal with good
references indicating a successful work history with other municipalities. The agreement term
allows for continuity of service and maximizes savings by engaging the firm for multiple
years. The contract language provides for cancellation should the need arise during the
contract term.
CONCLUSION:
The Agreement for Services with Frank and Grossman Landscape Contractors, Inc. will provide
ongoing janitorial services for Town facilities through June 30, 2029.
PAGE 3 OF 3 SUBJECT: Authorize the Town Manager to Execute a Five-Year Agreement for Services with Frank and Grossman Landscape Contractors, Inc. for Janitorial Services Including a Contingency for Unforeseen Work DATE: July 19, 2024
FISCAL IMPACT:
The Adopted Fiscal Year (FY) 2024/25 Operating Budget includes $228,583 in the Facilities
Maintenance Fund for janitorial services. The existing contract is in an amount of $66,580.08
and expires September 30, 2024. The remaining balance of $162,032 leaves a $40,658 deficit
for executing the new contract with Frank and Grossman Landscape Contractors Inc. Staff is
requesting an expenditure budget adjustment in an amount of $40,658 from the Special/Capital
Projects Reserve to fund the FY 2024/25 janitorial services under this contract.
Future Proposed Operating Budgets will include a request for $266,920 per year plus any CPI
increase, if needed, for the janitorial services contract.
ENVIRONMENTAL ASSESSMENT:
In accordance with CEQA Guidelines Section 15378(b)(5), approval of this agreement is not a
project subject to CEQA because it is an administrative activity that will not impact the
environment.
Attachments:
1. Agreement for Services with Exhibit A
2. Proposal Summary
Page 1 of 9
Agreement for Services
Frank and Grossman Landscape Contractors Inc.
AGREEMENT FOR SERVICES
PREAMBLE
THIS AGREEMENT is dated for identification on this 6th day of August 2024 by and between TOWN
OF LOS GATOS, a California municipal corporation, (“Town”) and Frank and Grossman Landscape
Contractors Inc., (“Service Provider”), identified as an S corporation and whose address is 3248
Arden Road, Hayward, CA 94545. This Agreement is made with reference to the following facts.
I.RECITALS
1.1 Town sought quotations for the services described in this Agreement, and Service Provider
was found to be the lowest responsible supplier for this purchase.
1.2 Service Provider represents and affirms that it is willing to perform the desired work
pursuant to this Agreement.
1.3 Town desires to engage Service Provider to provide janitorial services.
1.4 Service Provider warrants it possesses the distinct professional skills, qualifications,
experience, and resources necessary to timely perform the services described in this
Agreement. Service Provider acknowledges Town has relied upon these warranties to retain
Service Provider.
II.AGREEMENT
2.1 Scope of Services. Service Provider shall provide services as described in that certain
Proposal sent to the Town on May 14, 2024, which is hereby incorporated by reference and
attached as Exhibit A.
2.2 Term and Time of Performance. The effective date of this Agreement shall begin October
1, 2024, through June 30, 2029 subject to appropriation of funds, notwithstanding any
other provision in this agreement.
2.3 Compliance with Laws. The Service Provider shall comply with all applicable laws, codes,
ordinances, and regulations of governing federal, state and local laws. Service Provider
represents and warrants to Town that it has all licenses, permits, qualifications and
approvals of whatsoever nature which are legally required for Service Provider to practice
its profession. Service Provider shall maintain a Town of Los Gatos business license pursuant
to Chapter 14 of the Code of the Town of Los Gatos.
2.4 Sole Responsibility. Service Provider shall be responsible for employing or engaging all
persons necessary to perform the services under this Agreement.
ATTACHMENT 1
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Agreement for Services
Frank and Grossman Landscape Contractors Inc.
2.5 Information/Report Handling. All documents furnished to Service Provider by the Town and
all reports and supportive data prepared by the Service Provider under this Agreement are
the Town’s property and shall be delivered to the Town upon the completion of services or
at the Town's written request. All reports, information, data, and exhibits prepared or
assembled by Service Provider in connection with the performance of its services pursuant
to this Agreement are confidential until released by the Town to the public, and the Service
Provider shall not make any of these documents or information available to any individual
or organization not employed by the Service Provider or the Town without the written
consent of the Town before such release. The Town acknowledges that the reports to be
prepared by the Service Provider pursuant to this Agreement are for the purpose of
evaluating a defined project, and Town's use of the information contained in the reports
prepared by the Service Provider in connection with other projects shall be solely at Town's
risk, unless Service Provider expressly consents to such use in writing. Town further agrees
that it will not appropriate any methodology or technique of Service Provider which is and
has been confirmed in writing by Service Provider to be a trade secret of Service Provider.
2.6 Compensation: Compensation for year one (FY2024/25) shall not exceed
$202,690. Compensation for future years will be the base cost of $266,920 and shall be
adjusted upward annually for the remaining term of this agreement by the change, if any,
in the San Francisco-Oakland-San Jose Metropolitan Area Consumer Price Index for All
Urban Consumers, all items (CPI). The adjustment shall be based upon the CPI published on
December 31 of the preceding year. If the CPI indicates a downward adjustment,
compensation would remain at the base amount. Payment shall be based upon Town
approval of each task.
Year 1 = 10/1/24 – 6/30/25 = $192,690 + $10,000 unforeseen = $202,690
Year 2 = 7/1/25 – 6/30/26 = $256,920 + $10,000 unforeseen = $266,920
Year 3 = 7/1/26 – 6/30/27 = $256,920 + $10,000 unforeseen = $266,920
Year 4 = 7/1/27 – 6/30/28 = $256,920 + $10,000 unforeseen = $266,920
Year 5 = 7/1/28 – 6/30/29 = $256,920 + $10,000 unforeseen = $266,920
Compensation for services in the amount not to exceed $1,270,370, inclusive of all costs.
*Total compensation does not include CPI adjustments for Years 2-5.
2.7 Billing. Billing shall be monthly by invoice within thirty (30) days of the rendering of the
service and shall be accompanied by a detailed explanation of the work performed by whom
at what rate and on what date. Also, plans, specifications, documents or other pertinent
materials shall be submitted for Town review, even if only in partial or draft form.
Payment shall be net thirty (30) days. All invoices and statements to the Town shall be
addressed as follows:
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Agreement for Services
Frank and Grossman Landscape Contractors Inc.
Invoices:
Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95031-0655
Email (preferred): AP@losgatosca.gov
2.8 Availability of Records. Service Provider shall maintain the records supporting this billing for
not less than three years following completion of the work under this Agreement. Service
Provider shall make these records available to authorized personnel of the Town at the
Service Provider offices during business hours upon written request of the Town.
2.9 Assignability and Subcontracting. The services to be performed under this Agreement are
unique and personal to the Service Provider. No portion of these services shall be assigned
or subcontracted without the written consent of the Town.
2.10 Independent Contractor. It is understood that the Service Provider, in the performance of
the work and services agreed to be performed, shall act as and be an independent
contractor and not an agent or employee of the Town. As an independent contractor he/she
shall not obtain any rights to retirement benefits or other benefits which accrue to Town
employee(s). With prior written consent, the Service Provider may perform some
obligations under this Agreement by subcontracting, but may not delegate ultimate
responsibility for performance or assign or transfer interests under this Agreement. Service
Provider agrees to testify in any litigation brought regarding the subject of the work to be
performed under this Agreement. Service Provider shall be compensated for its costs and
expenses in preparing for, traveling to, and testifying in such matters at its then current
hourly rates of compensation, unless such litigation is brought by Service Provider or is
based on allegations of Service Provider's negligent performance or wrongdoing.
2.11 Conflict of Interest. Service Provider understands that its professional responsibilities are
solely to the Town. The Service Provider has and shall not obtain any holding or interest
within the Town of Los Gatos. Service Provider has no business holdings or agreements with
any individual member of the Staff or management of the Town or its representatives nor
shall it enter into any such holdings or agreements. In addition, Service Provider warrants
that it does not presently and shall not acquire any direct or indirect interest adverse to
those of the Town in the subject of this Agreement, and it shall immediately disassociate
itself from such an interest, should it discover it has done so and shall, at the Town's sole
discretion, divest itself of such interest. Service Provider shall not knowingly and shall take
reasonable steps to ensure that it does not employ a person having such an interest in this
performance of this Agreement. If after employment of a person Service Provider discovers
it has employed a person with a direct or indirect interest that would conflict with its
performance of this Agreement Service Provider shall promptly notify Town of this
employment relationship, and shall, at the Town's sole discretion, sever any such
employment relationship.
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Agreement for Services
Frank and Grossman Landscape Contractors Inc.
2.12 Equal Employment Opportunity. Service Provider warrants that it is an equal opportunity
employer and shall comply with applicable regulations governing equal employment
opportunity. Neither Service Provider nor its subcontractors do and neither shall
discriminate against persons employed or seeking employment with them on the basis of
age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental
disability, national origin, religion, or medical condition, unless based upon a bona fide
occupational qualification pursuant to the California Fair Employment & Housing Act.
III. INSURANCE AND INDEMNIFICATION
3.1 Minimum Scope of Insurance:
i. Service Provider agrees to have and maintain, for the duration of the
contract, General Liability insurance policies insuring him/her and his/her
firm to an amount not less than: two million dollars ($2,000,000) combined
single limit per occurrence for bodily injury, personal injury and property
damage.
ii. Service Provider agrees to have and maintain for the duration of the contract,
an Automobile Liability insurance policy ensuring him/her and his/her staff
to an amount not less than one million dollars ($1,000,000) combined single
limit per accident for bodily injury and property damage.
iii. Service Provider shall provide to the Town all certificates of insurance, with
original endorsements effecting coverage. Service Provider agrees that all
certificates and endorsements are to be received and approved by the Town
before work commences.
General Liability:
i. The Town, its elected and appointed officials, employees, and agents are to
be covered as insured as respects: liability arising out of activities performed
by or on behalf of the Service Provider; products and completed operations
of Service Provider, premises owned or used by the Service Provider.
ii. The Service Provider's insurance coverage shall be primary insurance as
respects the Town, its elected and appointed officials, employees, and
agents. Any insurance or self-insurances maintained by the Town, its officers,
officials, employees or volunteers shall be excess of the Service Provider's
insurance and shall not contribute with it.
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Agreement for Services
Frank and Grossman Landscape Contractors Inc.
iii. Any failure to comply with reporting provisions of the policies shall not affect
coverage provided to the Town, its officers, officials, employees or
volunteers.
iv. The Service Provider's insurance shall apply separately to each insured
against whom a claim is made or suit is brought, except with respect to the
limits of the insurer's liability.
3.2 All Coverages. Each insurance policy required in this item shall be endorsed to state that
coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except
after thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the Town. Current certification of such insurance shall be kept on file at all
times during the term of this agreement with the Town Clerk.
3.3 Workers’ Compensation. In addition to these policies, Service Provider shall have and
maintain Workers' Compensation insurance as required by California law and shall provide
evidence of such policy to the Town before beginning services under this Agreement.
Further, Service Provider shall ensure that all subcontractors employed by Service Provider
provide the required Workers' Compensation insurance for their respective employees. As
required by the State of California, with Statutory Limits, and Employer’s Liability Insurance
with limit of no less than one million dollars ($1,000,000) per accident for bodily injury or
disease.
3.4 Indemnification. The Service Provider shall save, keep, hold harmless and indemnify and
defend the Town its elected and appointed officials, agents, employees, and volunteers from
all damages, liabilities, penalties, costs, or expenses in law or equity that may at any time
arise or be set up because of damages to property or personal injury received by reason of,
or in the course of performing work which may be occasioned by a willful or negligent act
or omissions of the Service Provider, or any of the Service Provider's officers, employees, or
agents or any subcontractor.
IV. GENERAL TERMS
4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder
shall operate as a waiver of any other right or remedy that party may have hereunder, nor
does waiver of a breach or default under this Agreement constitute a continuing waiver of
a subsequent breach of the same or any other provision of this Agreement.
4.2 Governing Law. This Agreement, regardless of where executed, shall be governed by and
construed to the laws of the State of California. Venue for any action regarding this
Agreement shall be in the Superior Court of the County of Santa Clara.
4.3 Termination of Agreement. The Town and the Service Provider shall have the right to
terminate this agreement with or without cause by giving not less than fifteen days (15)
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Agreement for Services
Frank and Grossman Landscape Contractors Inc.
written notice of termination. In the event of termination, the Service Provider shall deliver
to the Town all plans, files, documents, reports, performed to date by the Service Provider.
In the event of such termination, Town shall pay Service Provider an amount that bears the
same ratio to the maximum contract price as the work delivered to the Town bears to
completed services contemplated under this Agreement, unless such termination is made
for cause, in which event, compensation, if any, shall be adjusted in light of the particular
facts and circumstances involved in such termination.
4.4 Prevailing Wages. This project is subject to the requirements of Section 1720 et seq.
of the California Labor Code requiring the payment of prevailing wages, the training of
apprentices and compliance with other applicable requirements. Contractors and all
subcontractors who perform work on the project are required to comply with these
requirements. Prevailing wages apply to all projects over $1,000 which are defined as
a “public work” by the State of California. This includes: construction, demolition,
repair, alteration, maintenance and the installation of photovoltaic systems under a
Power Purchase Agreement when certain conditions are met under Labor Code Section
1720.6. This include service and warranty work on public buildings and structures.
4.4.1 The applicable California prevailing wage rate can be found at www.dir.ca.gov
and are on file with the Town of Los Gatos Parks and Public Works Department,
which shall be available to any interested party upon request. The contractor
is also required to have a copy of the applicable wage determination posted
and/or available at each jobsite.
4.4.2 Specifically, contractors are reminded of the need for compliance with Labor
Code Section 1774-1775 (the payment of prevailing wages and documentation
of such), Section 1776 (the keeping and submission of accurate certified
payrolls) and 1777.5 in the employment of apprentices on public works
projects. Further, overtime, weekend and holiday pay, and shift pay must be
paid pursuant to applicable Labor Code section.
4.4.3 The public entity for which work is being performed or the California
Department of Industrial Relations may impose penalties upon contractors and
subcontractors for failure to comply with prevailing wage requirements. These
penalties are up to $200 per day per worker for each wage violations identified;
$100 per day per worker for failure to provide the required paperwork and
documentation requested within a 10-day window; and $25 per day per worker
for any overtime violation.
4.4.4 As a condition to receiving progress payments, final payment and payment of
retention on any and all projects on which the payment of prevailing wages is
required, the contractor agrees to present to the TOWN, along with its request
for payment, all applicable and necessary certified payrolls (for itself and all
applicable subcontractors) for the time period covering such payment request.
The term “certified payroll” shall include all required documentation to comply
with the mandates set forth in Labor Code Section 1720 et seq, as well as any
additional documentation requested by the Agency or its designee including,
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Agreement for Services
Frank and Grossman Landscape Contractors Inc.
but not limited to: certified payroll, fringe benefit statements and backup
documentation such as monthly benefit statements, employee timecards,
copies of wage statements and cancelled checks, proof of training contributions
(CAC2 if applicable), and apprenticeship forms such as DAS-140 and DAS-142.
4.4.5 In addition to submitting the certified payrolls and related documentation to
the TOWN, the contractor and all subcontractors shall be required to submit
certified payroll and related documents electronically to the California
Department of Industrial Relations. Failure to submit payrolls to the DIR when
mandated by the project parameters shall also result in the withholding of
progress, retention and final payment.
4.4.6 No contractor or subcontractor may be listed on a bid proposal for a public
works project unless registered with the Department of Industrial Relations
pursuant to Labor Code section 1725.5 [with limited exceptions from this
requirement for bid purposes only under Labor Code section 1771.1(a)].
4.4.7 No contractor or subcontractor may be awarded a contract for public work on
a public works project, unless registered with the Department of Industrial
Relations pursuant to Labor Code section 1725.5. Contractors MUST be a
registered “public works contractor” with the DIR AT THE TIME OF BID. Where
the prime contract is less than $15,000 for maintenance work or less than
$25,000 for construction alternation, demolition or repair work, registration is
not required.
4.4.8 Should any contractor or subcontractors not be a registered public works
contractor and perform work on the project, Contractor agrees to fully
indemnify the TOWN for any fines assessed by the California Department of
Industrial Relations against the TOWN for such violation, including all staff costs
and attorney’s fee relating to such fine.
4.4.9 The TOWN shall withhold any portion of a payment; including the entire
payment amount, until certified payroll forms and related documentation are
properly submitted, reviewed and found to be in full compliance. In the event
that certified payroll forms do not comply with the requirements of Labor Code
Section 1720 et seq., the TOWN may continue to hold sufficient funds to cover
estimated wages and penalties under the contract.
4.5 Amendment. No modification, waiver, mutual termination, or amendment of this
Agreement is effective unless made in writing and signed by the Town and the Service
Provider.
4.6 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be
entitled to reasonable attorney's fees, including costs of appeal.
4.7 Notices. Any notice required to be given shall be deemed to be duly and properly given if
mailed postage prepaid, and addressed to:
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Agreement for Services
Frank and Grossman Landscape Contractors Inc.
Town of Los Gatos
Attn: Town Clerk
110 E. Main Street
Los Gatos, CA 95030
Frank and Grossman
Landscape Contractors Inc.,
3248 Arden Road,
Hayward, CA 94545
or personally delivered to Service Provider to such address or such other address as
Service Provider designates in writing to Town.
4.8 Order of Precedence. In the event of any conflict, contradiction, or ambiguity between the
terms and conditions of this Agreement in respect of the Products or Services and any
attachments to this Agreement, then the terms and conditions of this Agreement shall
prevail over attachments or other writings.
4.9 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and
exclusive statement of the Agreement between the Town and Service Provider. No terms,
conditions, understandings or agreements purporting to modify or vary this Agreement,
unless hereafter made in writing and signed by the party to be bound, shall be binding on
either party.
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Agreement for Services
Frank and Grossman Landscape Contractors Inc.
IN WITNESS WHEREOF, the Town and Service Provider have executed this Agreement.
Town of Los Gatos by:
Laurel Prevetti, Town Manager
Recommended by:
Nicolle Burnham
Director of Parks and Public Works
Frank and Grossman Landscape Contractors
Inc. by:
Rick Oropeza, Vice President of Commercial
Operations
Approved as to Form:
_____________________________________
Gabrielle Whelan, Town Attorney
Attest:
______________________________________
Wendy Wood, CMC, Town Clerk
1
REQUEST FOR PROPOSALS:
CONTRACT JANITORIAL SERVICES
May, 14 2024
Prepared for:
Wendy Wood
Town Clerk
Location:
3248 Arden Road
Hayward, CA 94545
Contact:
(415) 470-3196
Jackie@frankandgrossman.com
Proposed By:
Jackie Hodgdon
Business Development Manager
Contact:
(408) 354-6888
wwood@losgatosca.gov
Location:
41 Miles Avenue
Los Gatos, CA 95030
EXHIBIT A
4
COVER LETTER
Town of Los Gatos 41 Miles Avenue Los Gatos, CA 95030 05/14/2024 Dear Town of Los Gatos,
We are writing to express our interest in the Janitorial Services for the Town of Los Gatos.
Frank and Grossman Landscape Contractors, Inc. is a well-established landscape and janitorial
contractor with over 40 years of experience in the Bay Area.
As a responsible S-Corp and ESOP ifrm, we take pride in our commitment to our employees and
our ifduciary responsibility. We have reviewed the bid documents and visited the sites to
familiarize ourselves with the access, level of use and have begun outlining our plan of action.
Our extensive experience allow us to eiffciently and effectively provide the speciifc work tasks
outlined in the Request For Proposal.
We guarantee that no subcontractors will be used, and we hold ourselves to the highest
standards of ethical conduct. We certify that no payments will be made to any employee or
oiffcial of the Town of Los Gatos in exchange for any services, and we have no conlficts of
interest.
We have no current or past litigation against us.
Our offer is ifrm and irrevocable for 60 days from the proposal due date, and we can meet all
insurance requirements. We are ready to begin work as soon as we are appointed, and we will
perform the work as outlined in the RFP as well as in the addendum #1.
Your contact that is authorized to make decisions for this bid is Jackie Hodgdon. She may be
reached at 415-470-3196 or Jackie@frankandgrossman.com. We look forward to the
opportunity to provide exceptional custodial services to the Town of Los Gatos.
Sincerely,
Rick Oropeza
Vice President of Commercial Operations
Frank and Grossman Landscape Contractors, Inc.
(415) 828-3946, rick@frankandgrossman.com
5
QUALIFICATIONS OF THE FIRM
F+G’s history of 40 years of experience in the service industry, and 10 years
with a janitorial department have exposed us to a wide variety of clients,
locations and demands (including COVID disinfecting protocols). Our keystone
client, Caltrain, of 10 years, with 31 stations, has speciifcally exposed us to
every kind of pedestrian trash and defecation. We also provide regular power
washing duties for them as well as other clients. Our experienced team is ready
to handle any and all of your janitorial needs.
F+G Motto:
“Investing in people, devoted to our craft,
exceeding expectations”
—————————————————————————————
Before After
GRAFFITI REMOVAL SAMPLE
6
PREVAILING WAGE
Frank and Grossman has experience with prevailing wages. We will comply with
all local and federal labor laws. We are currently registered with the DIR for
both landscape and janitorial services.
Renewed and active through 2025
13
REFERENCES
You are only as good as your current work. We have included a list of long term
partners as well as new clients for you to interview and hear from them ffrst hand.
These are examples of our work where we interface with public and private citizens in
urban corridors.
City of Gilroy 5+ years
Scope of Work: Janitorial Services
throughout City facilities
Contract Size: $298K+ Annually
“F+G is always there for us”
Walter Dunckel
Facilities Superintendent
(408) 846-0282
Walter.Dunckel@cityofgilroy.com
7351 Rosanna Street, Gilroy
CPMC– Sutter Health 13+ Years
Scope of Work: Day Porter, Janitorial and
Landscape Services at hospitals
Contract Size: $480K+ Annually
“Committed to resolving client’s
concerns”
Rigo Hurtado
CPMC Manager
(415) 600-2220
Rigo.hurtado@sutterhealth.org
2351 Clay Street, San Francisco
City of East Palo Alto 1+ Year
Scope of Work: Janitorial Services at City
buildings
Contract Size: $110K+ Annually
“Received several positive comments
regarding staff’s detail work”
Jay Farr
Public Works Manager
(650) 853-3105
JFarr@cityofepa.org
150 Tara Road, East Palo Alto
Caltrain – TASI 10+ years
Scope of Work: Janitorial, Day Porters
Landscape and Pressure Washing
Contract Size: $2.2M+ Annually
“F&G has proven to be dependable,
reliable, responsive and thorough”
Henry Arellanes
Facilities Maintenance Supervisor
(650) 862-0379
harellanes@tasi.com
4000 Campbell Avenue, Menlo Park
14
EQUIPMENT AND SUPPLIES
EQUIPMENT CHEMICALS & SUPPLIES
Scissor Lift for Windows at Library
Trash can and dolly set up with
commercial cleaners, broom, rags,
gloves.
We use commercial grade, ready to
use, labeled cleaning chemicals.
MSDS sheets to be provided in job
binder. All chemicals used on site will
be eco-friendly and comply with UL
ECOLOGO standards.
Any paper goods used will comply
with post consumer content by Cal
Recycle.
SUN MON TUES WED THUR FRI SAT
Civic Center X X X X X X
Parks & Public Works X X X X X X
Police Operations X X X X X X
Library X X X X X X
Library—Porter (2:00pm-4:00pm) X X X X X X X
Park Restrooms (9:00pm-11:00pm) X X X X X X X
SCHEDULE
15
WORK PLAN AND
PROJECT UNDERSTANDING
Our commitment to hiring, training, management, and customer support is a
critical aspect of our business plan. We believe that our approach to these
areas sets us apart from our competitors and makes us an ideal choice to
provide high-quality custodial services to the Town of Los Gatos.
HIRING TRAINING
CUSTOMER SUPPORT QUALITY ASSURANCE PROGRAM
We source potential candidates using
local hiring practices and long time
relationships.
We conduct driving record checks
through DMV-MVR and criminal
background checks through Sterling
Check.
• Onsite training- prior to contract
kickoff
• Cross training- staff is prepared
to take over in case of
absenteeism.
• Continuing education-
dedicated to our staff’s growth –
opportunities for certiifcation.
• Pre Cleaning Inspections
• Create Cleaning Schedule
• Assign Tasks to Crew
• Quality Control Checks
• Enforce Safety Measures
• Respond to all Inquiries within 2
hours
• Track Service Requests
• Provide Monthly Reports– see
sample
• Provide Itemized Billing
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START UP PLAN
A sequence of phases that will go into action for the Town of Los Gatos.
TIMELINE
MILESTONES
As we enter a long-term agreement with the Town of Los Gatos, we understand that we
are making a commitment to perform our work safely and completely.
Phase I—Operations Manager – conifrm schedule meets contract requirements
Phase II—Human Resource Team - coordinate training of employees
Phase III– Fleet Manager – purchase equipment
Phase IV—F+G and Town of Los Gatos identify hot spots, conifrm staging areas.
Phase V—Quality Control Oiffcer - Schedule and host quality control checks at regular
intervals.
PHASE 2 PHASE 1 PHASE 4 PHASE 3 PHASE 5
Train Conifrm
Schedule
Walkthroughs Purchase
Equipment
Quality Control
Checks
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QUALITY ASSURANCE PROGRAM
Contractor’s Quality Control Inspector
The Quality Control Inspector will schedule visits to ensure that we are following
speciifc work tasks, safety policies and Town of Los Gatos procedures. Any items found
out of compliance will be compiled into an Action Plan and provided to the Town of Los
Gatos with steps to improve service level. F+G and Town of Los Gatos will meet or
exceed timeline below for bringing these tasks to standard. Assigned to this role
person will be the Vice President of Commercial Operations, Rick Oropeza.
MILESTONES
Step 1—Quality Inspection and Town of Los Gatos Representative– walk sites, make
notes assess, grade scopes of work, discuss acceptable remediation
Step 2—F+G create Action Plan for Town of Los Gatos Representative to agree. Action
Plan produced within 3 days of Inspection
Step 3– Operation Manager– 3 days within receiving Action Plan it will be completed.
Inspections scheduled for 30/60/90 after start of contract and then quarterly
Anticipated dates to begin work is July 1st, 2024.
STEP 1 STEP 2 STEP 3
Walk Sites Create Action
Plan
Execute Action
Plan
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SAFETY
• Our Injury and Illness Prevention Program (IIPP) aims to minimize accidental
loss to employees, subcontractors, public, and property while complying with
California regulations.
• The IIPP sets policies and procedures for all construction and maintenance
operations at Frank and Grossman (F&G).
• F&G administers activities to achieve and maintain a safe and healthful work
environment for employees and the public.
• Employees must follow safe work guidelines, participate in safety and health
training, wear personal protective equipment, and follow safety and health rules
established by F&G.
• Failure to comply may result in disciplinary action, up to and including
termination of employment.
• On-site, our crew wears complete PPE including uniforms with names, safety
vests, safety glasses, gloves, hard hats, ear plugs, and protective footwear.
• We follow all other handling requirements as per MSDS guidelines.
Speciffc to this contract: Comply with all Safety Requirements, for
example: No personal devices on track lines.
SAFETY POLICY
To protect the safety and health of Frank and Grossman and it as employees’ management shall:
1. Place employee safety and health as the primary consideration in establishing work practices and procedures and in the selection of equipment.
2. Give safety precedence over expediency and short cuts.
3. Make every efiort to control the possibility of accident occurrence.
4. Fully comply with, and enforce, safety standards, regulations and F&G
19
ADMINISTRATIVE DOCUMENTS
Thank you for the opportunity—we look forward to working together.
Required Submittals from RFP
• Attachment B
• Attachment D
20
21
22
23
$2,739.04 $29,160
$35,640
$48,600
$98,340
$2,380
$2,380
$2,380
$11,580
$26,460
$2,430
$2,970
$4,050
$8,195
$595
$595
$595
$2,895
$2,205
$256,920
$55.00
$57.50
$68.25
$78.75
$40.00
24
25
26
Qualified Companies Within limit distance of Los
Gatos References Cost
Pride Industries yes yes $344,023.48
Universal Business Services yes yes $429,520.00
Kleen Tech Services yes yes $290,704.00
Frank & Grossman Landscape
Contractors, Inc.yes yes $256,920.00 Intent to Award
SWA Services Inc.yes yes $398,796.00
ATTACHMENT 2
Town of Los Gatos - RFP - Qualified Janitorial Service Companies
2024 Town of Los Gatos Janitorial RFP Summary